Administrative Assistant

8 hours ago

Plymouth, Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

About the Role

We are seeking an experienced and organized Administrative Assistant to join our team at University Hospitals Plymouth NHS Trust. As an Administrative Assistant, you will provide comprehensive administrative support to an allocated clinical area, ensuring efficient and timely delivery of services.

Key Responsibilities

  1. Provide administrative support to the clinical team, including preparing clinic letters and distributing them in a timely manner.
  2. Support the admin team in providing secretarial and administrative services to an allocated clinical team.
  3. Ensure accurate messages are taken for the clinical team and delivered in a timely manner.
  4. Assist with telephone enquiries from patients, GPs, and other agencies in a courteous and helpful manner.
  5. Sort and deal with incoming post and distribute as necessary.
  6. Request notes from other departments for upcoming appointments.
  7. Provide cover on reception in the Chestnut unit when required.
  8. Be versatile and adaptable to the demands of the team, working without supervision and taking the initiative as and when required.
  9. Ensure effective communication with all members of a multi-disciplinary team.
  10. Assist the Administrator in coordinating specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy.
  11. Ensure comprehensive working knowledge of iPM commensurate with the role.
  12. Process and direct Choose and Book referral letters to the appropriate appointment office in line with Administration Guidance Notes.
  13. Trace all hospital case notes arriving into and departing from the department on iPM.
  14. Cover admin and clerical colleagues during times of absence or increased workload as requested by the line manager.
  15. Register patients and make up sets of notes.
  16. Accurately record the coding of appointments on iPM.

Person Specification

Essential

  • GCSEs 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or a related subject or equivalent demonstrable experience.

Desirable

  • Typing to OCR 2 (or above) standard or equivalent.
  • Previous clerical/admin demonstrable experience of Microsoft packages, eg Word, Excel.
  • Demonstrable experience of audio transcription.
  • Excellent organizational skills.

Aptitude & Abilities

Essential

  • Good communication and interpersonal skills.
  • Ability to work calmly and methodically in a busy working environment while completing a busy and varied workload.

Desirable

  • Understanding the Trust's waiting list policy within the workplace.

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